Association for Rural & Small Libraries Board of Directors Meeting
Wednesday, March 15, 2017
10:30-12:00 Central Time
Meeting Location: https://zoom.us/j/5191725772
- WELCOME AND CALL TO ORDER BY Judy Calhoun President
Welcome to returning board members Gail Sheldon and Lisa Lewis. Welcome also to Sarah White, who will speak to us about ALA’s Emerging Leaders Program (EL), a leadership development program which enables newer library workers from across the country to participate in problem-solving work groups, network with peers, gain an inside look into ALA structure, and have an opportunity to serve the profession in a leadership capacity. EL is designed to put participants on the fast track to ALA committee volunteerism as well as other professional library-related organizations.
In attendance: Vicki Bartz, Judy Calhoun, Ryan Deery, Julie Elmore, Linda Green, Kieran Hixon, Lisa Lewis, Clancy Pool, Gail Sheldon, Mary Soucie, Kevin Tomlinson, Meredith Wickham, Kathy Zappitello.
- CONSENT AGENDA President
- Approve Minutes of January*
- Approve Minutes of Special March meeting*
- Membership and Marketing Committee Report *
- Conference Planning Committee Report *
- Partnerships Committee Report
- Governance Committee Report *
- Finance Committee Report
- Current Financial Statement
- Conference Logistics Committee *
- Website *
Mary Soucie moved to approve the consent agenda. Vicki Bartz seconded. Motion approved unanimously with no abstensions.
- VERBAL COMMITTEE REPORTS IF PULLED FROM CONSENT AGENDA Committee Chairs
Report from ALA Emerging Leader (EL), Sara White, Senior Youth Services Librarian at the Seminole County Public Library in Florida. The EL program kicks off with a day-long session during the ALA Midwinter Meeting. Afterward, it grows and develops in an online learning and networking environment for six months. The program culminates with a poster session presentation to display the results of the project planning work of each group at the ALA Annual Conference. The program is limited to no more than 50 participants each year.
Sarah’s EL group is currently researching the career paths of youth services librarians for ALSC, the Association for Library Service to Children, a division of the American Library Association. The group will soon be distributing a survey to try to determine what the common career path of youth services librarians looks like and how they can be better equipped for leadership roles. Leadership might be leading from where they are and taking on a more significant challenge of community partnerships or different ways they can make the youth services programs at their libraries more robust and entwined in the community — leading from where they are. And, in other cases, that might look like preparing them to become youth services managers. What kind of skills can we teach that are management skills and also youth services-specific leadership skills? And ALSC feels — and we also feel as we’ve been doing some preliminary research — that there hasn’t been much of that. There are so many library leadership development programs of varying levels of endurance. Some of them: This sounds so great! Oh, they’ve discontinued it! Lots of variations on that idea of library leadership development, but not necessarily attuned to the specific issues pertinent to youth services librarians and their specific starting points, so to speak. So, we’re doing surveys. We’re doing interviews. We’re doing lots of research. I enjoy the writing, so I’m kind of the primary research person and somebody else is working on coordinating all the surveys and the interviews. And, so our finished product is going to be a report to ALSC that will probably be shared on their site — our evaluation, based on our research, based on our gathering quantitative and qualitative data from professionals in the field. And also, I just found this out from Aimee Stittmatter — she’s our liaison, but she’s also our liaison from ALSC who’s working with us, but also the Executive Director of ALSC — let us know today that where they really want to go with this is to implement some kind of library leadership development program specifically for youth services librarians, and our research is going to sort of inform that initiative. It’s been a lot of fun. My group met at [ALA’s] Midwinter [Conference]. We were involved in some of the ALSC board meetings and roundtables to sort of brainstorm about sort of where the future of advocacy for youth library services is going. And now we’re been meeting once a week in the evenings, to collaborate and work on this project.
Gail Sheldon then asked Sarah if ALSC is planning on doing any work with YALSA in conjunction with this leadership for youth services. Sarah replied that, since she had just found out about the bigger picture, grander plan that morning, she was not positive. Sarah added that her EL group had used YALSA competencies as a part of designing their research with the aim of targeting ALSC and YALSA. Gail asked to be kept in the loop on this project. Sarah agreed and offered to do an update for the ARSL newsletter, a suggestion that met with enthusiasm from the ARSL board.
- RESULTS OF ONLINE VOTING President
- Board Vacancy – The board voted to approve Kieran Hixon to fill the position on the Executive Committee and for Lisa Lewis to fill the board vacancy left by Jet
- Board Vacancy – Linda Green made the motion to approve Clancy Pool as the new board treasurer and for Gail Sheldon to fill the board vacancy left by the resignation of Susan Hughes. The motion was seconded by Kieran Hixon and the motion was
- 2017 Budget * – Linda Green made the motion to approve the 2017 budget as presented, second by Lisa Lewis. The motion was
- PRESIDENT’S REPORT President
- Met several times with Treeline, ARSL’s new management company and sent documents to them as
- Read dialog for the Big Talk for Small Libraries presentation and then gave that talk, along with Vicki and Meredith, at the end of February. And they were awesome. There were 326 attendees this
- Updated the ARSL Affiliate information with ALA and registered for the ALA Annual Conference and Exhibition to be held June 22-17 this year in
- Participated in a telephone interview with Debbie Weingarten, who is doing an article on poverty and rural
- Met with Executive Committee concerning board vacancy and the spring board
- Working on a tentative agenda for the board
- Worked on the documents for vendor registration, which are now ready for our annual conference.
- OLD BUSINESS
Tentative retreat agenda now in Dropbox. Please complete preparatory activities before arriving in St. Louis. Linda Green pointed out that ARSL does not currently have a document retention policy and wondered how long we should keep the agenda. Judy replied that there are several items in the Partnerships folder in Dropbox the appropriate disposition of which is unclear. Judy suggested that we might need to create a Completed Partnership folder. Kieran pointed out that there is also storage available on the website server. Judy emphasized that these issues need to be resolved so that future boards will have a chance of finding things, with a table of contents document. Gail agreed with Linda’s point that the Association needs a document retention policy before the organization becomes too much bigger. Julie suggested checking with Treeline to see that we are in compliance with Michigan law.
Member Benefits. The M&M committee has reviewed documents that listed member benefits that we are not actually providing. The committee has deleted unimportant elements and created a clean version, now in Dropbox. Under Affiliate Members, and Business Members were some items pending approval/verification. There are currently not many affiliate members, so the affiliate meeting will be removed as a member benefit of an affiliate membership. The committee has created a business member logo. Linda Green asked if M&M has reviewed the Logo Policy to check for conflicts.
M&M will review the policy and report back to the board. There will be a similar element as a Business Member benefit. Meredith Wickham motioned to amend the agenda to allow for a vote on this topic. Gail Sheldon seconded. Passed unanimously without abstention. The M&M Committee recommends the removal of vendor demo time as a member benefit of a business membership as well as the removal of the affiliate meeting as an affiliate member benefit. Mary Soucie moved to accept these changes, as recommended by the M&M Committee. Julie Elmore seconded. Motion passed with Linda Green abstaining. Linda pointed out that she would be removing these two policies from the Governance Calendar, as they are not the same policies that Governance has been working on.
- NEW BUSINESS
- SHLB Membership Fees January 2017 thru January 2018 have been paid
- Board Retreat Reimbursement Form was modified according to recommendations made at today’s meeting and sent out to board members. Those who wish to request an advance instead of a reimbursement may submit the form before the retreat. “Total amount approved” will be calculated and filled in by the Treasurer, so leave this line blank when submitting the
- Premier Membership involves donating an additional $10 for the scholarship fund. This option has not been made available to all membership categories. Clancy wanted to know if this additional donation is kept separate from other ARSL funds. Becky explained that these donations need to be tracked and then transferred into the Conference Revenue line. Julie Elmore emphasized that the option of paying for a Premiere Membership has a psychological benefit that appeals to some members. Mary Soucie asked if it is currently possible to donate anonymously and opt out of being listed on ARSL’s website as a donor. Kieran pointed out that he would have to check every month to remove names from the donor list on the website. Mary pointed out ARSL used to be a regional organization that has become a national organization that now need to assess whether it still makes sense to do certain things. This is part of a bigger issue that ARSL is having, including the issue of “why is all this stuff still in Dropbox?” Judy Calhoun then pointed out that, if we are going to continue with the Premiere Member status, we must decide who can qualify for this level of membership and what it means. Is this a legitimate member category? Linda suggested renaming this as an ARSL Angel, those who contribute to the scholarship fund. This is not a category and does not appear in any policy or procedure that currently exists in Dropbox. Mary Soucie moved to eliminate the Premiere option from the third-tier membership category and instead institute an ARSL Angel program. Ryan Deery seconded. Motion passed with one abstention.
Approve MOU from Utah State Library
Mary Soucie motioned to approve. Vicki Bartz seconded. Motion passes unanimously.
Appointment for StoryCorp Project
Vicki explained that this would be an opportunity for a post-conference activity. StoryCorps is an American non-profit organization whose mission is to record, preserve, and share the stories of Americans from all backgrounds and beliefs. StoryCorps grew out of Sound Portraits Productions as a project founded in 2003 by radio producer David Isay. StoryCorps is modeled—in spirit and in scope—after the efforts of the Works Progress Administration (WPA) of the 1930s, through which oral history interviews across the United States were recorded. Another inspiration for the organization was oral historian Studs Terkel, who cut the ribbon at the opening of StoryCorps’ first recording booth in Grand Central Terminal in New York City. To date, StoryCorps has recorded more than 60,000 interviews among more than 100,000 participants in all 50 states, Washington, D.C., and several American territories.
Jet Kofoot had responded to StoryCorps, indicating that ARSL would be participating in this event. The idea is to have three people who will work with the StoryCorps tools. Details below. Linda and Meredith are interested in participating. Judy suggested that Kathy Zappitello would be the best choice for the third volunteer. Linda Green suggested that one of this scholarship winners would be a good choice for one of the three volunteers. These volunteers should have been in place by March 3. This is a partnership, not a letter of support, so the document was misfiled in Dropbox.
Treeline Financial Procedures
Currently in Dropbox. Executive Committee members, please read and be prepared for discussion.
- CONFERENCE UPDATE
St. George, Utah. Everything has been sent to Rita in preparation for the opening of conference registration on April 3. The welcome reception and Saturday brunch menus still need to be determined. The chef is adamant that he will only to vegetarian and gluten-free special menus. Other attendees will have to fend for themselves. All conference-rate hotel rooms are gone. Vicki has left a message with Fairfield Inn asking them to open up a third block of rooms. ARSL will not be paying taxi fare for attendees who are staying at hotels that do not operate their own complimentary shuttles.
- PUBLIC COMMENT
- Time of Next Meeting – Wednesday, May 17, 2017, 10:30 to 12:00 noon CDT
- ADJOURN BOARD MEETING
Adjourned at 11:52 a.m. CDT.
** Posted in DROP BOX